Why Call Tracking Software is Important for Sales & Marketing

Ever played paintball in the dark? Tied your shoelaces with one hand? Put money in one of those claw machines that grasp meekly at the assortment of trinkets below?

If you answered yes to any of those questions, then you know what life is like for any sales agent working without call tracking software.

A call tracking solution provides you with the data you need to make informed decisions with both sales and marketing.

With accurate insights and reports into the marketing channels driving calls, your sales team's performance on the phone, and the quality of your leads, you get a clearer view of what works and what doesn't.

Call tracking software illuminates the murky waters of ROI, lead quality, and a host of vital metrics that are so crucial to successful sales teams in the modern age.

In this blog, we'll help you understand how call tracking software works and why it's so effective for sales teams in every industry. Let's get started.

What Is Call Tracking Software?

While your sales agents and leaders make calls, create strategies, and handle prospects, your caller tracking software works around the clock to automatically retrieve and analyze the data behind those outcomes.

Let's take a quick look at the data made visible by call tracking software, and how you can use it:

Call tracking tells you exactly how your leads found out about you.

This data is invaluable for your marketing and sales teams, allowing them to evaluate which advertising campaigns drive results and adjust those that fall short.

Originally, call tracking involved manually surveying customers to determine which campaign—Facebook, Google, Instagram, word of mouth, etc.—drew them in. Prospects from each source were then tallied for future strategy planning.

Today, call tracking software streamlines this process, instantly linking prospects to specific campaigns. It also reveals valuable insights like time spent on your website, pages visited, content engagement, and even the PPC keyword that prompted them to call. Additionally, the software records all calls, allowing further analysis to improve customer interactions.

5 Business Opportunities Made Possible With Call Tracking Software

1. Know What Marketing Channels Drive Phone Calls

Once you pin down the marketing channels that get that phone ringing, developing strategies to leverage that knowledge becomes a cinch. This means you can approach prospects with laser focus and a clear vision of how you're going to tailor your marketing and advertising material.

Trying to piece together a strategy without call tracking is the equivalent of trying to eat ice cream while riding a mechanical bull. It has the potential to make you look very silly while being incredibly unproductive.

Caller tracker software pulls back the veil to let you see how many leads are coming in from calls and the channels responsible for generating them. By attaching a unique number to each channel, you can track which one has initiated the contact.

It also lets you determine the quality of your leads by counting the number of calls and their duration, which ultimately leads to better conversion rates. The lead score on converted calls is 65% higher than those that fail, and keeping tabs on who to target is cash money when it comes to ROI.

2. Calculate and Boost Marketing ROI

SEO and PPC are your guys when it comes to achieving excellent ROI, and they just so happen to be the critical components of an effective call track software. Digital channels can provide both short-term and long-term value for results-driven companies.

Calculating your ROI is easy because you'll be able to see exactly where your clicks and calls are coming from and where to invest your marketing budget. The ROI on your PPC campaigns is all there in black and white, keeping you well away from the red. And that's being conservative.

Click-to-call is another cheat code for boosting ROI. With mobile becoming increasingly omnipresent in our lives, there has never been greater traction for companies looking to garner engagement.

3. Be Prepared for Every Phone Call

Look, if you had one shot, one opportunity to seize everything you ever wanted in one moment, would you capture it? Or just let it slip? You can't expect your calls to be successful when your team's palms are sweaty, their knees weak, and their arms heavy—Mom's spaghetti.

Every single call you receive should be treated as a chance to either build the brand or make sales, and inbound call tracking holds the key to conducting conversations that end in sales.

Call tracking software gives you a birds-eye view of your prospects' buying habits, personalities, location, and heaps of other valuable details. But it's up to you to use the data provided to your advantage and to shape the nature of these conversations.

You need to be a beacon of light from which all information flows and be able to answer all queries succinctly and accurately. And that's where the beauty of call recording comes in. Being able to revisit calls means you can formulate the best possible answer to an array of FAQs and even the more obscure ones.

4. Keep Your Sales Team Sharp

There are parallels between a high-performance sales team and the ones we see in professional sports. It takes a blend of art and science combined with metrics and methods to extract the most out of the talent at your disposal.

Do customers seem engaged in the call? Are they showing intent? What is the call duration? How quickly does the team respond to missed calls?

Less than a third of sales teams are motivated and engaged at any given time, putting a massive dent in productivity and sales. So it's on you to call the plays and provide them with a strategy rooted in the data to make sure you're getting consistent, cohesive performances.

Call tracking services analyze data from your teams' conversations to show you how effective they are and exactly where they need to improve. Use the group's competitive spirit to your advantage and encourage them to dunk on the Lebron James types by explaining why they're so successful and how they can replicate that.

5. Gain Valuable Insights About Your Customers

Customer insights are like gold for driving sales, and when you know who they are and where they've come from, you can begin to understand what they need and how you can give it to them.

Call tracking, call monitoring and call analytics combine to paint a beautifully detailed portrait of who your best leads are and whether they deserve your precious time. Without these insights, all your leads are essentially aggregated finger painting bound for the bin, and that's going to do some real damage to productivity, sales, and any other relevant metric.

6 Benefits of Caller Tracker Software

1. Tracks and Records Calls Automatically

Tracking your calls by the campaign shows you how many leads are popping up over the phone and which of your channels have guided them safely to your doorstep. Never again will you pay for crappy AdWords that don't work or watch your budget evaporate into dead-end strategies.

Recording calls is one of the simplest and most effective ways of ensuring their quality. As the old Japanese adage goes, ‘if a tree falls in the forest, but nobody sees it happen, did the tree really fall?'

Probably. But now, you don't need to take people's word for it because you can go back and run the rule over every call that your team makes to see how well they follow the game plan. It also gives you the opportunity to assess the quality of your leads through first-hand interpretation of call data with your call tracking app.

Automatically recorded calls are big time-savers, but they also help you gain a deeper understanding of what your customers are asking for and what they expect from their interactions. Qualifying leads and training your sales team to be the most badass on the proverbial block are two of the most significant benefits of call recording.

2. Highlights Which Paid and Organic Campaigns Are Working

We've already outlined how critical a call tracking system is for measuring the success of your paid campaigns, and there is a reason why it's such a game-changer.

Being able to gauge the effects of your campaigns at each stage of the pipeline allows you to adapt your marketing strategies, so you don't spend the next six months wondering where the hell your budgets disappeared to.

At this point, not deploying call tracking software is akin to gross negligence on the part of any marketing manager, or it's some form of corporate sabotage. Organic campaigns may be more of a marathon than a sprint, but you'll still be able to see where your traffic is coming from, where they are spending their time, and which keywords are doing the business.

Ever heard of seasonality? Aside from sounding totally made up, seasonality refers to fluctuations in your traffic that match up year on year. Using call tracking software, you can identify exactly why that is and build more competitive pages that get traction year-round.

3. Feeds Quality Assurance and Sales Team Training

The wealth of analytics at your fingertips will always be a more than worthy ally in your efforts to train a badass sales team. Call monitoring plays a major role in laying the foundations of quality control and ensuring that your lofty standards are met at every turn.

So how can sales call tracking software meet your quality assurance KPIs?

• Efficiency. By boosting productivity through automation like click-to-call.
• Impact. Track campaigns and get real-time feedback from customers.
• Effectiveness. Identify your traffic sources and see where you're relevant.
• Customer service. Customer database detailing interaction history, activity logging, etc.
• Safety. Map customer journeys and ensure a positive experience at each touchpoint.

Taking a deep dive into recorded calls does two important things. Allows you to identify any trends in call quality spikes or drop-offs and to address them directly with qualitative and quantitative data that you can take into one-on-ones or team meetings.

Training your elite team of sales superstars becomes infinitely more manageable when you have the data to back up your constructive criticisms or changes to your strategy. Eventually, you will have a core set of concepts to build training sessions around while being constantly updated with new material for future integration.

4. Enables Efficiency and Scalability

Efficiency is a big part of what makes call tracking software so attractive to sales managers. They can let go of the reigns a bit and focus on the bigger picture without having to worry constantly about whether their team is being productive.

There are two ways it can improve your efficiency without you even batting an eyelid.

• IVR or Interactive Voice Response is an automated command protocol that lets customers navigate menus and direct their own calls with voice or keypad prompts.
• Click-to-call is a delight for any sales team, and it's a feature that is driving productivity in teams across the country. It works by having an agent simply click the number they want to dial, and it's estimated as much as 70% of consumers make use of this marvelous button.

And if you're looking to scale the automation and ability to create a vast, detailed database of customer contacts means you can operate as a company with many times the workforce of what you have currently.

Managing these leads is a critical ingredient in scalability, and the bigger you get, the more important they become. Call tracking software ensures your VIPs get special treatment by routing them to places where they'll find the person to help them.

5. Enhances Lead Quality

If the quality of your leads is bad, you're going to tank a lot of valuable hours into going insane and probably bust. You need to be nurturing them with continued, value-driven communication until they're ready to take the buying leap.

Phone call tracker software gives you the tools to track every conversation you have with your leads, and within those calls are hidden the tasty insights you're looking for. As they travel through the sales funnel, you can add more information and further insights to help them along to the final stages.

This is another area where call monitoring flourishes because, by the time you get to the point in your funnel where a phone call takes place, you've already put so much TLC into nurturing them that ruining the call would be catastrophic. But if you prepare your team sufficiently using both successful and unsuccessful overtures to guide you towards your best possible approach, your chances of conversion go way, way up.

6. Connects With VoIP and CRM

Call tracking software plays very nicely with other software that provides complementary services, and the best examples of these friends are VoIP and CRM. Both of them bring their own set of special powers that mingle to form a comprehensive customer relationship solution.

This iconic trio can add extra muscle to your existing systems, irrespective of which one you're already using. Here's how.

• Better Management Systems

With VoIP, managers can access vital metrics for each team member, including the number of hangups, average call waiting time, and average call time. This makes it easy for managers to identify areas that may need some work or which ones are to be lauded.

• Superior Customer Service

Your customers are going to love all the extra attention they get, and so are you. CRM call tracking software has automation that creates tickets, redirects call and logs every conceivable detail about your customer for better all-around support.

• CLA (Closed Loop Analytics)

CRMs are excellent at analyzing consumer behavior, customizing marketing material, and boosting conversion rates. This ‘closed loop' is the sharing of valuable data between your sales and marketing departments.

• Collecting Call Data in Real-Time

VoIP and CRM integration for cold calling gives you a comprehensive look at all your data and logs details from your conversations, like which numbers are used, call length, and other insights.

Selecting the Right Call Tracking Software

Choosing the best call tracking software is essential for streamlining your business's communication strategy and maximizing ROI. Here are some of the key features to look out for.

Identify Essential Features

When selecting call tracking software, it's vital to choose a platform that offers the features your business truly needs. Key functionalities to look for include:

• Dynamic Number Insertion (DNI): Tracks calls from specific marketing campaigns by dynamically displaying unique phone numbers.
• Keyword Tracking: This helps you understand which keywords drive the most inbound calls.
• Call Recording: Essential for improving customer interactions and training staff.
• Integrations: Ensure compatibility with CRM systems like HubSpot or analytic tools like Google Analytics.

These features are particularly valuable for businesses relying on inbound call tracking to gauge campaign performance.

Scalability

Your call tracking system should grow with your business. This is especially critical for multi-location businesses that need to manage numerous call tracking numbers efficiently. Platforms like CallTrackingMetrics are designed to handle complex setups while maintaining high performance across locations.

A scalable solution ensures you're not locked into a system that limits your future growth or requires costly upgrades as your needs evolve.

Ease of Use and Support

The best sales call tracking software offers an intuitive interface that minimizes the learning curve for your team. Platforms like ours and HubSpot are known for their user-friendly design and excellent documentation.

Equally important is robust customer support. Look for providers that offer:

• 24/7 live chat or phone support.
• Comprehensive knowledge bases or video tutorials.

Ease of use and support are critical, especially if you're new to CRM call tracking or analytic call tracking tools.

Pricing Considerations

Compare cost structures to ensure you're getting the best value for your budget. Pricing can vary depending on the features offered, the number of users, or call volume. Many options, like FreeCallTracking.ai, provide free plans suitable for small businesses.

However, if you require advanced features like call tracking and recording, you may need to invest in premium plans offered by platforms like CallRail or WhatConverts.

Top Call Tracking Software Options

Here's a brief overview of some leading call tracking services:

• CallRail: A highly versatile platform offering inbound call tracking, call attribution, and keyword tracking. Its scalability makes it ideal for businesses of all sizes.
• HubSpot: Perfect for those looking for CRM call tracking integration. Its simple UI and marketing automation features make it a favorite among marketers.
• WhatConverts: Known for its budget-friendly pricing, this software delivers robust analytics and performance tracking for SMBs.
• CallTrackingMetrics: A top choice for multi-location businesses, offering customizable call tracking systems and advanced reporting.

Implementing Your Call Tracking System

Purchasing and implementing a call tracking system requires careful consideration and a structured approach to ensure smooth adoption. Follow these actionable steps to get started:

1. Assess Your Needs and Budget: Evaluate your business requirements to ensure the system has the necessary features, such as scalability, integrations, and keyword tracking. Check if the payment plans align with your budget and offer flexibility, allowing for future growth without unnecessary financial strain.
2. Involve Your Sales Team: Share the pros and cons of potential solutions with your sales team and gather their feedback. This will help you understand which platform best fits their workflows and meets their specific needs, ensuring smoother adoption later.
3. Select a Provider: Choose a provider that aligns with your business goals and offers robust customer support. Opting for a provider with a track record of reliability and strong reviews can save you headaches in the future.
4. Begin Onboarding: Start the onboarding process by familiarizing your team with the platform. Schedule product demos provided by the vendor and hold Q&A sessions to address initial questions.
5. Leverage Training Resources: Use the training materials available from your chosen provider, such as tutorials, guides, and videos, to deepen your team's knowledge. Encourage hands-on practice sessions to explore the system's tools and automation features.
6. Run Practice Sessions: Organize full practice rounds where the team can simulate real-world scenarios using the system. These sessions will allow you to monitor progress and ensure everyone is proficient before moving to live operations.
7. Transition to Full Implementation: Once the team demonstrates proficiency, transition to full implementation. Remove the "training wheels" gradually and allow the team to handle live operations with confidence. At this stage, ongoing support and occasional check-ins will help address any unforeseen challenges.

Conclusion: Need A Call Tracking Software? We've Got That And So Much More

It's absolutely no secret that the best call tracking software can totally revolutionize the way you attract, nurture, and build long-lasting customer relationships that form the foundation of a successful business.

Ringy is far beyond your average call tracking software. It's a seamless, unified system that incorporates sales and marketing tools to power your team in every aspect on their way to smashing KPIs.

Ringy is an easy-to-use, cost-effective, and straight-up epic addition to any sales team. Get in touch with our team, and we'll create a demo to show how we can take your business further.